SoftExpert Audit tasks
Introduction
Tasks are pending system activities for which the user is responsible. They are divided into two categories: execution and tracking.
Tracking tasks are those for which the user is responsible, but which are executed by another user.
Execution tasks are those that the user must execute within a defined deadline or period.
See further details on system-generated tasks:
Execution tasks
Audit approval
| Who receives it | Users defined as members of the route responsible for approving the audit step (planning, execution, preparation, or closure) defined in the category. |
| When | As soon as the audit step (planning, execution, preparation or closure) is finished. |
| Purpose | To verify whether the step in question has been properly carried out. |
| Where | In the My tasks > Execution menu. |
Audit execution approval
| Who receives it | Users who compose the route responsible for approving task execution, defined in SoftExpert Project task types. |
| When | As soon as task execution is finished. |
| Purpose | To approve or reject the execution of a task. |
| Where | In the My tasks > Execution menu. |
This task is related to audit projects, which are created using integration with SoftExpert Project.
Audit closure
| Who receives it | Users defined as members of the team responsible for the audit, as auditors, or as lead auditors, depending on what has been defined in the audit category. |
| When | After audit execution is finished/approved. |
| Purpose | To verify whether the audit has been properly carried out. |
| Where | In the My tasks > Execution menu. |
Audit execution
| Who receives it | Users defined as members of the team responsible for the audit, as auditors, or as lead auditors, depending on what has been defined in the audit category. |
| When | After the audit planning or preparation step is finished/approved. |
| Purpose | To allow auditors to verify and evaluate the objects referring to the scope of the audits under their responsibility. |
| Where | In the My tasks > Execution menu. |
Once the task is executed, the audit can be sent to one of the following steps:
- Execution approval: if it is configured in the audit category that this step will go through approval, the system will generate the Execution approval to-do task for all members of the route responsible for this operation.
- Closure: if the audit does not have the approval step configured, but has the closure step parameterized, it will be sent to the latter. At this point, the system generates the Audit closure to-do task for the responsible parties.
- Finishing: if the audit does not have any step configured, it will be finished.
Audit planning
| Who receives it | Users defined as members of the team responsible for the audit. |
| When | As soon as the audit is planned, but not sent to the next step. |
| Purpose | To enable team members to check the data of the audit before sending it to the next step of the flow. |
| Where | In the My tasks > Execution menu. |
Once the task is executed, the audit can be sent to one of the following steps:
- Planning approval: if it is configured in the audit category that this step will go through approval, the system will generate the Audit approval to-do task for all members of the route responsible for this operation.
- Audit preparation: if it is configured in the audit category that the audit will go through preparation before being executed, the system will generate the Audit execution to-do task.
- Execution: if the audit does not have the Planning approval and Audit preparation steps configured, it will be ready to be started, that is, ready for execution.
Audit revision
| Who receives it | User and team responsible for the audit project that is being revised. |
| When | A revision is created for the audit project. |
| Purpose | To allow the responsible parties to execute the audit project revision. |
| Where | In the My tasks > Execution menu. |
• This task is related to audit projects, which are created through integration with SoftExpert Project.
• For further details on configuring and executing revisions, refer to the How does revision work? article.
Audit verification
| Who receives it | Users defined as members of the team responsible for the audit. |
| When | An audit is planned but is not sent to the next step. |
| Purpose | To enable team members to check the data of the audit before sending it to the next step of the flow. |
| Where | In the My tasks > Execution menu. |
Once the task is executed, the audit can be sent to one of the following steps:
- Planning approval: if it is configured in the audit category that the audit will go through approval, the system will generate the Audit approval to-do task for all members of the route responsible for this operation.
- Audit preparation: if it is configured in the audit category that the audit will go through preparation before being executed, the system will generate the Audit approval to-do task.
- Execution: if the audit does not have the Planning approval and Audit preparation steps configured, it will be ready to be started, that is, ready for execution.
Tracking tasks
Audit tracking
| Who receives it | Users on the responsible team associated with audit planning. |
| When | An audit is planned. |
| Purpose | To track the progress of the audit and make the necessary adjustments. |
| Where | In the My tasks > Tracking men.u |
See further details in the Tracking an audit article.
Occurrence tracking
| Who receives it | Users on the team responsible for tracking occurrences, which is defined on the audit data screen. |
| When | While there is an isolated action, action plan, or workflow associated with a closed audit, and said audit has occurrence tracking configured. |
| Purpose | To allow the responsible parties to track the occurrences associated with the audit. |
| Where | In the My tasks > Tracking men.u |
An isolated action, action plan, or workflow is executed through its respective component. Refer to the specific documentations of the Action plan and Workflow components for more information.
Audit plan tracking
| Who receives it | Users on the responsible team associated with audit planning. |
| When | An audit plan is created. |
| Purpose | To track the audit plan progress and make the necessary adjustments. |
| Where | In the My tasks > Tracking men.u |
Tasks can also be executed through the button available in the notification e-mail related to them.
Conclusion
As the tasks are executed and closed, they cease to be shown on the list of pending records of the task menu.